Franklin-Randall PTO 2015/2016 Budget Planning Meeting
August 4, 2015
Board Members present:  Sara Campbell, Colleen Johnson, Lindsay Feitlinger, Amy Coad, Beth O’Callaghan, Soraya Willems-Neal, Paul O’Flanagan, Kim Anacker

Administrators Present:  Sylla Zarov, John Wallace

1.  Called to order at 6:40 pm.  Meeting held at Bayview.  Meeting held as work session as a full quorum was present.  Meeting minutes from June 22, 2015 meeting approved.  

2.  Brief overview of Bayview was discussed.  John and Sylla shared their knowledge of Bayview and the Franklin summer school program hosted there and taught by Franklin teachers Tonya Rasmussen and Benji Moffit.  Large numbers of countries represented at Bayview, but primarily Hmong and Hispanic.  It was discussed that there was a long wait list to get placed at Bayview, but no one knew the specifics of eligibility to live there.  We discussed looking into that more.  It was also noted that some parents were not literate in their native language, so communications with this population would be most effective as personal word of mouth.  It was agreed that the site would work well for a PTO meeting in the future.  

3.  We discussed and reviewed the meeting schedule for next year put together by Sara Campbell and Melissa Hornung.  It was decided to move the March meeting due to parent teacher conferences; and the fall dates were to be checked into for conflicts before putting the dates in print.  It was decided to put the school improvement plan meeting and volunteer opportunities in the first “What is the PTO” meeting.  We discussed getting the PTO meeting flyer out in the enrollment folders for August 21 with Emily Balsley formatting the document.  We made decisions on which PTO member was responsible for which meetings.  We discussed how to best get awareness out in the school community for volunteer needs yet to be filled; and it was mentioned as whether PTO Constant Contact and MMSD Constant Contact both needed to be being used.  It was also a question which list serve the newsletter was being put out through.  It was decided to provide food for the PTO meetings for the first half hour next year, and a volunteer position is open for a board member to coordinate the childcare and food for these meetings.  

4.  We discussed the technology question with follow up from Lindsay Feitlinger and Sara Campbell.  It was made known to Sylla that a meeting with some interested representatives from Franklin would be good to begin to put together a wish list of technology for Franklin.  It was made clear by Sylla that the district technology person was Jessica Hencke and before any moves were made towards targeted fundraising we should talk to her to check with where the district is at with their plan.  

5.  A call was put out to the board by PTO president Colleen Johnson for subcommittee opportunities for an event coordinator and fundraiser as these are vacant board positions.  Concern was expressed that there was no one in these positions for the impending fall fund drive.  It was asked that any interested parties follow up with Colleen after the meeting.  A discussion was had regarding changing Franklin/Randall’s model of fundraising from a general fund to a more targeted fund approach, and it was discussed that any changes would need to made clear to the school community and transparency would be of utmost importance.  

6.  There was an update from Amy Coad on volunteer positions needed for upcoming events.  It was decided Sara Campbell and Amy Coad would work on animal crackers on the playground after back pack unpack at Franklin.  The need for volunteers at Randalls popcorn on the playground was filled, and it was discussed how much popcorn was needed at the event (6 garbage bags from Capital Corn Popper on State Street.)  It was discussed again how best to get the word our to families on volunteer opportunities through out the year,  It was asked by Sylla is the dates for the events such as the Science Fair, the Carnival, and the dance were able to be charted out at the beginning of the year, or if that was done as we went along.  

7.  We had a short grants program update as the meeting was now at time.  A request was made by Colleen for any changes to the grant reviewal process to be made to her by the next meeting.  

8.  We reviewed the budget after it had been balanced by Colleen and discussed with Chris Rich.  We have $38,000 in savings.  It has been recommended by the treasurer to have $20,000 from last year plus an additional $20,000 to cover the next year’s expenditures.  A long discussion ensued over whether such a large reserve fund is needed or if that reserve can be cut.  The grants program has had to be cut with the budget in it’s current standing unless we are able to dip into reserves.  It was queried as to if some targeted fundraising could help fill in the gaps in the budget.  It was discussed that the event of a bad parking year at Randall is unlikely.  If the parking did go badly one year it was discussed that the PTO would have to institute program cuts out of necessity if it did indeed cut it’s reserve.  A decision was made to investigate the policy regarding the PTO reserve, and to table the issue until an executive board meeting for a budget work session with treasurer Chris Rich present could be held.  There was also a discussion of time sensitivity with regards to budget approval, and it was discussed the $7000.00 set aside for teachers to have a sub to cover them for professional development or assessment coverage would be best if it could be released early due to assessments beginning right away in the school year.  At the September meeting the budget will be voted on and approved.  The meeting was adjourned due to time at 8:10 pm.